Administrative and Compliance Coordinator

With over 70 years of experience, our focus is on helping the most vulnerable children overcome poverty and experience fullness of life. We help children of all backgrounds, even in the most dangerous places, inspired by our Christian faith Come join our 34,000+ staff working in nearly 100 countries and share the joy of transforming vulnerable children’s life stories! Key Responsibilities: IMPORTANT: This is an office-based, onsite role located in Mandaluyong City. Daily physical presence at the workplace is required. JOB PURPOSE: This role will contribute significantly in supporting both administrative and compliance functions, ensuring the organization operates with integrity and efficiency by managing daily operations, developing and implementing process improvements and fostering a culture of ethical conduct KEY RESPONSIBILITIES: Administration:

• Implement and ensure full compliance to Visitor Management Program
• Answer, screen and forward incoming phone calls
• Supervise the Facilities Technician in administrative functions such as repairs, maintenance, care and upkeep of facilities and equipment
• Received deliveries, invoices and other billing statement
• Update and maintain WVcentral sites (Sharepoint) and sub sites, with documents, lists, images and content on behalf of Global Real Estate & Corporate Services
• Maintains Monthly Utility Record & submits monthly payment schedule
• Filing and administrative record keeping
• Process building working permits, and building gate pass as needed
• Arranges inbound and outbound shipment; tracks, monitors and maintains record for all shipment
• Prepares invitation letter and other documents related to visa application for GCMO guest
• Provide logistical support like arranging transportation, accommodation, and conference rooms for meetings, trainings and other events hosted by GCMO Corporate Services and for other departments as may be required

Procurement:

• Serves as a subject matter expert for Provision, coordinating with the supply chain team to address any issues and ensure seamless operations
• Coordinate with IT all requested laptops, peripherals, software and create a Purchase Requisition thru Provision
• Ensure all invoices for POs processed in Provision are submitted and paid on a timely manner
• Maintain a tracking system for all approved POs
• Monitor supplier performance and contract deliverables, resolve any issues or disputes
• Assist in the accreditation of new vendors including screening in Watchdog
• Assist in the sourcing of vendors in coordination with the supply chain team
• Regular updating of asset management database and tagging
• Maintain and monitor office and pantry supplies

Statutory Filing & Reporting:

• Coordinates with both Finance and P&C to ensure timely completion and submission of all required permits and licenses including renewals and new applications by communicating effectively with relevant stakeholders to avoid penalties and sanctions from government agencies

Regulatory Compliance:

• Monitor changes in relevant laws and regulations to keep GCMO compliant
• Seek regular advice on legal and regulatory changes from external consultants that may impact GCMO operations and communicate these to relevant departments

Corporate Governance:

• Assist with GCMO Leaders’ meeting preparations, including drafting agendas, resolutions, and minutes
• Ensure accurate record-keeping of GCMO decisions and stakeholder structures

Document Management:

• Maintain updated statutory records, such as corporate registers, required reports, and filing information
• Archive legal and compliance documents for easy retrieval

Liaison with External Bodies:

• Communicate with external regulatory authorities, auditors, tax and legal consultants to address compliance issues or inquiries
• Ensure corporate compliance with industry-specific regulations

Training and Awareness:

• Assist in organizing compliance training programs for employees to ensure understanding and adherence to company policies
• Prepare communication materials on regulatory updates or compliance procedures

KNOWLEDGE, SKILL AND EXPERIENCE: Required Professional Experience

• Bachelor’s Degree or significant equivalent related work experience
• At least 5 years proven experience in administrative roles, supporting senior leaders or executives with experience in leading and implementing continuous improvement
• Demonstrated experience in procurement processes, including vendor management, purchase requisitions, and invoice processing
• Familiarity with procurement policies, cost-saving strategies, and contract management
• Proficiency in office management systems, tools, and software (e.g., MS Office Suite, scheduling tools, and project management software)
• Exceptional organizational skills with the ability to manage multiple priorities and meet deadlines
• Excellent verbal and written communication skills for effective interaction with internal teams, leaders, and external stakeholders
• Strong analytical and problem-solving skills to address challenges proactively
• Proven ability to work collaboratively with cross-functional teams and diverse stakeholders; Strong relationship-building skills with a customer-focused mindset
• Upholds high ethical standards and maintains confidentiality in handling sensitive information
• Demonstrates professionalism in managing challenging situations and working with diverse personalities
• Experience in dealing with government agencies such as LGUs, SEC and BOI

Preferred Experience, Knowledge and/or other Qualifications

• Yellow Belt Six Sigma Certification

Applicant Types Accepted: Local Applicants Only